Robert’s Rule of Order

Robert’s Rules of Order were introduced by a U.S. Army Officer in 1876 to adapt the rules and practice of Congress to non-legislative societies. It ensures that discussion of business is conducted properly in meetings of various organizations and groups.

Meeting Agenda

A meeting agenda should follow, in general, the following items

1. Call to order
2. Approval of Agenda
3. Review of minutes of last meeting and motion to accept them
4. Reports of various officers and/or committees.
5. Special Orders
6. Unfinished business
7. New business
8. Announcements
9. Adjournment

The agenda and all reports are merely recommendations. When presented to the assembly and the question is stated, debate begins, and changes can occur.

Motions

Main Motions

The purpose of a motion is to properly define an item to vote on. A motion is made by a member who states: “I move to…” Another member seconds the motion by saying: “I second”. It is important to note that the “seconder” might not necessarily agree with the motion but does want to discuss it. If a motion is not seconded then it is abandoned. Depending on the motion, the chair of the meeting will ask for questions.

To voice an opinion, a member should raise their hand and the chair will either immediately recognize the member or add them to a speaker’s list. After debating, the chair puts the motion to vote by stating: “For the motion to …. Who is in favour?” and then: “who is opposed?” and then “abstentions”. The chair then announces: “Motion carries” or “Motion fails”, and then moves on to the next item on the agenda.

The following can also occur during debate on a main motion

Secondary Motions	These are motions that relate to the main motions and usually appear when the main motion is in debate
Amending a Motion	During the debate of a motion, a member could move to amend the main motion by adding, striking out, or replacing words in the main motion. The chair can then request a seconder and then vote on whether to accept or reject the amendment. If the amending motion is carried, then, the “amended main motion” is still to be voted on. If the amending motion fails. Then, the original main motion is voted on
Table	Motion to “Table” the item, which implies postponing it and the option is always present to “take from the table” for reconsideration
Postponing definitely	Motion to postpone voting for a definite period of time: “I move to postpone the question until…”
Limit debate	Motion to limit debate: “I move to limit discussion to two minutes per speaker”
Withdraw	The person who made the motion can choose to “motion to withdraw”
Postponing Indefinitely	A person can use the following tactic during debate to know who wants to discuss the motion by simply moving to postpone the item indefinitely: “I move to postpone the motion indefinitely”
Refer to a Committee	A person can move that the motion be discussed by a particular standing or ad-hoc committee
Motion to Reconsider	After a motion is carried or failed, and only during the same meeting, a member on the “winning” side can move to “reconsider” the motion

Meeting Flow

In general, the chair will begin the meeting with a call to order. The chair reviews last meeting minutes and seeks a motion to accept the minutes and a seconder. Officers and Committees report on their business and put forward any resulting motions (Special Orders). This is followed by unfinished business from the previous meeting, new business, announcements, and adjournment. The meeting is adjourned by a motion: “I move to adjourn the meeting”.